Contract Types

The system allows for defining different Contract Types, each with different settings, to accommodate different working patterns and situations. For example, Contract Types can accommodate Unpaid Refreshment Breaks, Shift Accruals, Public Holiday Accruals, Part Time Staff, and other types.

You must have at least one contract type defined and applied to each Personnel Record because the Contract Locations field is a mandatory field when setting up a new starter. You can Add and Edit the Personnel Record for a person in Personnel Records from the Personnel Management page.

Add, Edit or Delete Contract Type Definitions

To access the Contract Type definitions:

  1. Select Personnel on the main menu.

  2. Select Personnel Definitions from the sub menu.

  3. Select Contract Types from the sub menu.

The Define Contract Types page opens and lists any existing Contract Types. Refer to the following information:

Add a new Contract Type

To add a new Contract Type:

  1. Select Add.

  2. The Define Contract Types page appears. Enter a Rostering Rule Name; this is the name of the Contract Type.

  3. Enter text in the Contract Description box; this is optional but helpful because it populates the Description column in the Contract Types page and list.

  4. Set the number of hours (per week) for the Contract.

  5. In the right-hand panel, select the options that you want to apply to this new Contract. For information about these options, refer to Define Contract Types.

  6. When you have finished defining the Contract Type, select Save. The Define Contract Types page closes.

The Contract Types page displays the new definition in the list.

Edit a Contract Type

To edit an existing Contract Type:

  1. Select the Contract Type in the list that you want to edit so that it is highlighted, and then select Edit.

  2. The Define Contract Types page appears. Make the required changes. For information about these options, refer to Define Contract Types.

  3. When you have finished editing the Contract Type, select Save. The Define Contract Types page closes.

Delete a Contract Type

To delete an existing Contract Type:

  1. Select the Contract Type in the list that you want to edit so that it is highlighted, and then select Delete.

  2. A confirmation message appears; select Yes.

  3. If no existing personnel are attached to it, selecting Yes removes the Contract Type from the list; select Exit to close the Contract Types page. However, if there are existing personnel attached to this Contract Type then a list appears that displays all of the personnel that will be affected by deleting this Contract Type definition.

  4. If existing personnel attached to this Contract Type, you must reallocate these personnel to a new Contract Type before you can delete it. To do this, select the check box in the Check column for each individual or select Check All to select all personnel, select Change, then select the new Contract Type to attach it to the person, and then select OK.

  5. Select Save. This removes the person or people from the list. If you re-allocated each person to a different Contract Type individually, the list re-appears and you must repeat this process until you have done this for all personnel.

  6. When you have finished reallocating personnel to a different Contract Type, select the Contract Type and then select Delete. Select Yes to the confirmation check message to remove the Contract Type from the list, and then select Exit to close the Contract Types page.

Define Contract Types

The Define Contract Types page offers the following system settings for you to customise your Contract Types. When you have selected your settings, select Save or Cancel.

Rostering Rule Definition

  • Rostering Rule Name — the name of the rostering rule.

  • Contract Description — optional field to enter a description; any text you enter here is displayed with the name in the list of Contract Types.

  • Hours(hh:mm) — the number of hours and minutes; for example, 00:15 for a 15-minute refreshment break.

Rostering Rule Options

  • Must Clock Refreshments — select either Yes to enable or No to disable mandatory clock refreshments.

  • Shift Accruals — select either Yes to enable or No to disable shift accruals.

  • Public Holiday Accruals — select either Yes to enable or No to disable public holiday accruals.

  • Annualised Hours — select either Yes to enable or No to disable annualised hours.

  • Part Time — select either Yes to enable or No to disable part-time rostering and working.

  • Flexi Hours — select either Yes to enable or No to disable flexible hours rostering and working.

  • Re-Rostered Rest Days — select either Yes to enable or No to disable re-rostering of rest days.

  • Create Pay Rate Records — select either Yes to enable or No to disable creating pay rate records.

  • Default Contract Type — select either Yes to enable or No to disable the given Contract Type as the default.

  • Needs Worked Hours Balance — select either Yes to enable or No to disable needing a worked hours balance.

Unpaid Refreshment Breaks

  • Unpaid Refreshment Breaks — select either Yes to enable or No to disable the system from automatically deducting refreshment breaks for Flexi-Time workers. If set to No the other fields associated with Unpaid Refreshment Breaks are not enabled. For more information about these settings, refer to Unpaid Refreshment Breaks Settings for Flexi Time Workers.

  • Minimum clocked hours before refreshment break deducted — select the minimum clocked time in hours and minutes.

  • Break between clockings calculation — select the calculation option from the drop-down menu; either Sum of breaks between islands (the default setting) or Longest break between islands.

  • Calculation for ref breaks based on — select the setting for the system to base the calculation for refreshment breaks on, as either Planned Shift (default) or Actual Hours.

    The fields in the Unpaid Refreshment Breaks section are automatically enabled only when the Unpaid Refreshment Breaks setting is set to Yes.

Time Sheet Options

  • Auto Create Clocking Records — select either Yes to enable or No to disable the system from automatically creating clocking records for the time sheet and overtime claims; refer to Standardised Part Time Additional Hours.

  • Create Overtime Records — select either Yes to enable or No to disable the system from automatically creating overtime claims.

  • Part Time FTE Rule (ECF Only) — offers different calculation rule options in a drop-down menu for part-time working; refer to Contract Types definition for Part Time FTE Rule
  • Part Time FTE Rule Variation (Workflows Only) — offers rule variation options in a drop-down menu, such as Date Specific / Weekly Average.
In Release 12, Totalmobile introduced a number of enhancements for Contract Types and Time Sheet Options. The Part Time FTE Rule setting now has the Established Hours Percentage calculation type. The Part Time FTE Rule field now remains available and configurable even when Auto Create Overtime Records is set to No on the Contract Types page. The Time Sheet Workflow shape previously known as Multiply Claim Hours by Sum of Established Location WTE has an additional property, WTE Location Type.

Time Sheet Options in the Contract Types definition

Contract Types definition for Part Time FTE Rule

The Part Time FTE Rule setting offers different calculation rules in the drop-down menu. For more information about these settings, including Established Hours Percentage, refer to Standardised Part Time Additional Hours.

These calculation rules include the following (this list is not exhaustive):

  • Established Hours Percentage

  • Full Contract Hours

  • Total Work Location Hours (below Contract Location)

  • Variance between Contract Hours and All Working Location Hours

  • Variance between Contract Hours and All Established Location Hours

  • Variance between Contract Hours and Contract Specific Working Location Hours

  • Variance between Contract Hours and Contract Specific Established Location Hours

The Part Time FTE Rule field remains available and configurable even when Create Overtime Records is set to No under Time Sheet Options.

Established Hours Percentage Part Time FTE Rule Type

The Established Hours Percentage calculation rule mirrors the existing hard-coded FTE Rule calculation that is used by Time Sheets using Islands of Duty with Overtime when the Calculation Rules option is configured to:

  • Constable and Sergeant

  • Inspector and Above

  • Staff

You can use this calculation type with:

  • ECF-style Timesheets — ECF with full claims, ECF for overtime plus subsistence, and ECF for overtime only.

  • Islands of Duty with Overtime time sheets — requires a configuration of Workflow functionality; for example, the Calculation Rules option on the time sheet layout is set to Custom.

For more information about Time Sheet Definitions and the Time Sheet Style setting Islands of Duty with Overtime, refer to Time Sheets Workflow.